This privacy notice tells you what to expect Specialist Property Asset Management will do with your personal information.

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​What information we collect, use, and why

We collect or use the following personal information to comply with legal requirements:

• Name.

• Contact information.

• Identification documents.

• Financial transaction information.

• Health and safety information.

• Criminal offence data.

 

Dealing with queries, complaints or claims

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Address.

• Payment details.

• Account information.

• Purchase or service history.

• Video recordings of public areas.

• Witness statements and contact details.

• Relevant information from previous investigations.

• Customer or client accounts and records.

• Financial transaction information.

• Information relating to health and safety (including incident investigation details and reports and accident book records).

• Correspondence e.g with the Managing Agents.

 

We also collect or use the following information for dealing with queries, complaints or claims:

• General personal information. 

• Racial and ethnic origin including preferred language for communication and ability to read English.

• Health information.

 

We collect or use the following personal information to support the needs of residents and manage the activities of appointed contractors:

• Names and contact details.

• Gender.

• Pronoun preferences.

• Addresses.

• Date of birth.

• Emergency contact details.

• Next of kin details.

• Health information (including physical and sensory disabilities, medical conditions affecting residency and ability to escape from Norbury House etc.).

• Information about support requirements e.g. staying put in a fire safety situation.

• Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks).

• Records of meetings and decisions.

• Information about funding or personal support.

• Payment details (including card or bank information for transfers and direct debits).

• Records of consent, where appropriate.

 

Lawful basis and data protection rights

Under UK data protection law, Norbury House Management Committee must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

 

Which lawful basis we rely on may affect your data protection rights which are in brief set out below:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

 

You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website.

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Request for information we hold

If you make a request for information we hold on you, we must respond to you without undue delay and in any event within one month.

 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

 

Our lawful basis for the collection and use of your data

Our lawful basis for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent - we have permission from you after we gave you all the relevant information.
  All of your data protection rights may apply, except the right to object.  To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • For resident and contractor health safety and welfare.

  • Vital interests – collecting or using the information is needed when someone’s physical or mental disability places that at serious risk in the event of a fire.  For example the need for a Personal Emergency Evacuation Plan (PEEP).  All of your data protection rights may apply, except the right to object and the right to portability.

  • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours including the need to engage with our residents under the Building Safety Act and Fire Safety Order.  All of your data protection rights may apply, except the right to erasure and the right to portability.

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Where we obtain information on you

Where we get personal information:

• Directly from you.

• From contractors appointed by you.

• From the electoral roll.

• From family members, support workers, buddies and carers.

• From the Councils and other public sector organisations.

• From forms completed by contractors.

• From the Fire and Rescue Service.

 

How long we keep information

Our retention schedule is 10 years in respect of our residents and to facilitate a Golden Thread of information in respect of the buildings 50 years.

 

Others we share personal information with

• Our Managing Agents

• Our insurance companies, brokers and other intermediaries,

• Organisations we need to share information with for safeguarding and personal safety reasons,

• Emergency services, notably the Fire and Rescue Service.

• Professional advisors.

• Legal bodies or authorities.

• Local authorities or councils.

• Relevant regulatory authorities.

• External auditors or inspectors.

• Organisations we’re legally obliged to share personal information with.

• Professional consultants.

 

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

 

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

 

Helpline number: 0303 123 1113

 

Website: https://www.ico.org.uk/make-a-complaint